Embed Size (px)
Citation preview
Office of Traffic Safety
Detailed Guide for Submitting an Application
The Nevada Department of Public Safety - Office of Traffic Safety (OTS) awards federal and state
funds to state, local, and non-profit organizations desiring to partner in solving Nevada traffic safety
problems. Funds are awarded for use in reducing deaths and serious injuries caused by motor vehicle
crashes, through the implementation of programs that address driver behavior.
The intent of this document is to provide guidance in the completion of the application requesting OTS
grant funding. Applications are submitted through the OTS e-Grants on-line system located at
http://egrants.nv.gov/.
The e-Grants training manual can be found at both the http://egrants.nv.gov and http://ots.nv.gov.
All grant management is conducted in through the e-Grants system.
For the purposes of this document governmental agencies and non-profit organizations will be referred
to as agencies or subrecipients.
Letter of Interest (LOI) - Agencies wishing to apply for grant funding from OTS are required to submit
proposals through a Letter of Interest prior to submission of an application. The LOI does not replace
the application process and is not a guarantee of funding; however, it provides community partners an
opportunity to have their ideas and proposals considered in advance of completing the full application.
It is only necessary to provide a summary proposal and estimate of funds in the LOI. If the proposal is
approved for further consideration the agency will be invited to complete the Office of Traffic Safety
grant application; all existing grant funding requirements apply.
LOIs can be submitted through two different mechanisms:
• Registering as a new user, or logging in if a current user, to the OTS on-line grants
management system, e-Grants. Egrants.nv.gov and submitting the LOI form.
• Downloading the LOI template from the OTS website at: OTS Letter of Interest Form. This
form should be sent via e-mail to the OTS account at [email protected].
If the LOI is approved, agencies will register in e-Grants and submit an application. The e-Grants
training manual can be found at http://egrants.nv.gov and http://ots.nv.gov.
Eligibility: State, county, city, other municipal public agencies and non-profit organizations are
eligible to submit applications for OTS grant funding. In addition to the application and certified
assurances, agencies must submit the following through e-Grants:
• Seat Belt Policy
• Driving Policy that includes other aspects of safe driving, i.e. cell phone use, no texting, etc.
• Non-profit organizations must submit a copy of their 501(c) status.
Detailed Guide for Application Page 1
Program Areas: Applications must address at least one of the following program areas, and/or support
strategies found in Nevada’s Strategic Highway Safety Plan (SHSP) at (www.zerofatalitiesnv.com);
and proven countermeasures (http://www.nhtsa.gov/staticfiles/nti/pdf/812202-
CountermeasuresThatWork8th.pdf)
Impaired Driving Traffic Records (crash data)
Seat Belts Emergency Medical Systems
Pedestrian Safety Distracted Drivers
Speed 20 & Under Drivers
Motorcycles Child Passenger Safety
Application Timeline: For specific dates refer to the current Grants Overview located at
http://egrants.nv.gov/. General dates are as follows:
Mid -January Request for Application solicitation posted on
OTS website
Letters of Int erest to be submitted to OTS
Mid - March Applications due March 13, 2018
June Award notification
July-Sept Develop and finalize Project Agreements
October 1 Awarded agencies receive Authorization To
Proceed (ATP)
Office of Traffic Safety Contact Information
107 Jacobsen Way Carson City, NV
and
4615 W. Sunset Rd, Las Vegas, NV 89118
E-mail: [email protected] Website: http://ots.nv.gov/
Main Telephone (775) 684-7470
Office of Traffic Safety
Detailed Guide for Submitting an Application
Detailed Guide for Application Page 2
Office of Traffic Safety
Detailed Guide for Submitting an Application
Requirements to Know Prior to Submitting an Application -
Accountability and Transparency- DUNS and SAM – Required for eGrants Registration
The implementation of the Federal Funding Accountability and Transparency Act requires all potential
OTS subrecipients to provide a Dun & Bradstreet Data Universal Numbering System (DUNS) number,
and the registration of the DUNS number with the System for Award Management (SAM previously
known as CCR database). The DUNS number is a unique number identifying an organization which
helps track the distribution of grant money. If your agency does not have a DUNS number or is not
currently registered in SAM (previously CCR), begin these processes as soon as possible. The
process for the SAM registration can take several weeks. The first page of the application requires
the entry of a correct DUNS number – submitting an incomplete application is grounds for its
disqualification.
The DUNS number is necessary prior to registering with SAM.
To receive a DUNS number, go online to http://fedgov.dnb.com/webform/displayHomePage.do, or call
the Dun & Bradstreet hotline at 1-866-705-5711. The hotline provides a DUNS number at the
conclusion of the call at no cost.
Once the applying agency has a DUNS number, register the number with SAM at
https://www.sam.gov/protal/public/SAM.
Requirements - If an agency is awarded funding the following requirements apply:
Capabilities - Information should be provided in the application demonstrating its ability to receive
federal funds and implement successful projects while complying with federal and state regulations.
This information includes the agency’s background such as; prior funds managed, project experience,
etc. Agency’s must be able to demonstrate the ability to deliver services, manage public funds effectively, provide written internal controls, collaboration efforts, implement data-driven plans, and
adequately evaluate projects. This is demonstrated through the risk assessment questions in the
application.
Reimbursement Notice: In compliance with state and federal mandates, OTS cannot reimburse
subrecipients for expenditures without receiving the federal award and completing the State legislative
process approving the receipt of the award. This process can take several weeks; therefore,
subrecipients are allowed to begin their projects and make expenditures only after they receive an
Authorization to Proceed notice (ATP) from OTS.
Agencies must pay 100% of the project costs up front or as accrued. Reimbursement claims are to be
submitted monthly to the Office of Traffic Safety up to the amount of the approved grant award.
Monthly progress reports must be current to process a reimbursement claim. Claims are reimbursed
within 60 days of receipt.
Matching Funds: Grants awarded by OTS generally require a grantee to contribute up to 20% of the
project cost in matching funds. Matching funds can be in the form of actual agency expenses for
tangible items related to the project (hard match), or ‘in-kind'/soft match use of existing resources to
support the proposed project. Other federal funds are not allowed to be used as match.
Detailed Guide for Application Page 3
Office of Traffic Safety
Detailed Guide for Submitting an Application
Fiscal Responsibilities: Federal mandates require all recipients of federal funding to establish and
maintain accounting systems and financial records accurately accounting for awarded funds.
Accounting systems for all awards must ensure the following:
• Federal and program funds are NOT commingled with funds from other sources.
• The accounting system presents and classifies historical cost of the grant/program as
required for budgetary and auditing purposes.
• Funds specifically budgeted and/or received for one project cannot be used to support
another.
• On-site monitoring as well as monthly desk reviews will be conducted throughout the
project period and possibly beyond.
NOTE: All awards are subject to audits during the performance period, and within three years after the end of the performance period.
Reporting Requirements
• A monthly expense report (claim) requesting reimbursement of expenditures,
• A written monthly report (narrative) documenting the project’s progress in meeting its
goals, objectives and activities,
• Continuous communication with OTS program manager on project’s progress,
• A final project evaluation within thirty (30) calendar days after the closing of the
performance period. The evaluation provides the results/effect of the funded activities
and complete data on objective progress.
APPLICATION SECTIONS – in the e-Grants system
Agency Information Page - requires the agency’s information, contact names, physical location,
phone numbers, etc. Seatbelt usage and cell phone policies are required to be uploaded in this section.
Project Purpose Page – Worth 15 points. Includes the problem statement and proposed solution.
Agencies must determine the traffic safety problem they wish to address with grant funding and
provide sufficient data to back up the need for action and funding. Applicants that demonstrate a clear
traffic safety problem that is supported by relevant data and proposals which fit into the National
Highway Traffic Safety Administration’s (NHTSA) Countermeasure activities have a much better
chance of receiving funding.
The project description describes succinctly the proposed project while providing details as to who is
going to do what, where, when, why, how and with what amount of funding.
Detailed Guide for Application Page 4
Office of Traffic Safety
Detailed Guide for Submitting an Application
The following is an example.
(WHO) The Newman Children Community Organization (NCCO) is requesting (AMOUNT)
$ 10,000 in grant funding in order to decrease the number of infants and children killed or
seriously injured in crashes in (WHERE) Newman county by 10%. . (WHY) In 2016, infant
fatalities or seriously injured due to no use or improper use of c ar seats in the county increased
from 2 to 5. The funding will be utilized to purchase car seats and educational handouts as
listed in the proposed budget. (HOW) NCCO will provide car seats and installation education to
approximately 300 citizens during (WHEN) community fairs held between October 2018 and
September 2019.
Problem Statement – The problem statement is a written presentation that identifies the problem. The
problem statement clearly describes and substantiates the overall issue(s) addressed by the proposed
project. It defines the problem, provides statistics (local data) to demonstrate the problem and the need
for federal funding to address the problem/s.
The problem statement is in a narrative form and includes, but is not necessarily limited to, the
following:
• Identification of the problem/s to be addressed
• Description of the geographic areas(s) affected;
• Who the problem affects and the consequences;
• Under what circumstances the problem occurs;
• Other current efforts to assist in alleviating the problem
(existing programs or services); and
• Rates of increase or decrease in the problem by showing the percentage of change
for a period of time covering at least two years, (more years make a better case.);
• Percentages of c hange with actual numbers (i.e., from 2015 to 2016 infant fatalities
increased from 2 deaths to 5). Reflect these data in your objectives. Include
reference sources (footnotes) when necessary.
Local Data - Agencies should identify problem areas through systematic data collection and analysis.
Sample data resource links are attached with this document for reference.
Cause of t he problem - is required to be described on the project purpose page as well. This step leads
into the proposed solution/s.
The Proposed Solution and Countermeasures - Countermeasures should be evidenced-based activities
taken to reduce or eliminate the root causes of problems. Proposed countermeasures should be
described in detail in this section of the application. OTS prefers to award projects which follow The
National Highway Traffic Safety Administration’s (NHTSA) reference guide, Countermeasures That
Work.
The guide can be found at:
https://www.nhtsa.gov/sites/nhtsa.dot.gov/files/documents/812202-countermeasuresthatwork8th.pdf.
The guide describes major strategies and countermeasures that are relevant to traffic safety activities;
summarizes strategy/countermeasure use, effectiveness, costs, and implementation time; and provides
references to the most important research summaries and individual studies.
Detailed Guide for Application Page 5
Technology Statement – Add this statement at the end of the Countermeasures field, if applicable. If
the proposed solution involves purchasing, designing or implementing any type of technology, a
statement in the Proposed Solution section must be noted, i.e., “As this proposal includes a technology element, the agency IT approval is attached”. The technology certification form found on the
http://ots.nv/gov website must be attached in the e-Grants application which demonstrates the
agency’s information technology (IT) director or hired IT consultant has reviewed and approves the plan.
Project Goal Page – Worth 15 Points - The goal is a broad statement of the desired result or
anticipated outcome of the program. The goal addresses the problem identified in the Problem
Statement section. The goal is generic to encompass more than one project, realistic and achievable.
Goals should NOT be stated in measurable terms.
• What do you want to achieve?
• Explain the goal(s) of t he proposed project in simple, straightforward terms. One or two
broad goals are sufficient.
• The goal(s) identify intended impacts or outcomes, and the results the program wants to
achieve.
• Each goal should have one or more measurable objectives describing how the agency will
reach that goal.
• Be realistic.
• State the goals as a determination of achievement.
• The goals MUST tie into the Problem Statement and outcome evaluation.
Administrative goals should not be your main point.
Project Objectives Page & Self Sustainment – Worth 20 points.
Each goal contains only a few objectives. They must be clearly stated, realistic, and measurable. Use
the statistics from the Problem Statement section to help determine measures. The accomplishment of
objectives result in the achievement of the goals they support. OTS WILL REJECT APPLICATIONS
WITHOUT MEASUREABLE OBJECTIVES.
Answer these questions in each objective:
1. WHAT will be done? Or what will change?
2. WHO will complete the tasks? Or who will change? 3. WHEN will the activity be implemented? Or when will the change occur? Timeline.
4. HOW will they do it and HOW will they measure it? 5. INCLUDE a timetable; it demonstrates you have thought your program through.
Avoid the words such as might, if, could, should, would. Avoid the words “To Provide”. This is always a method.
Office of Traffic Safety
Detailed Guide for Submitting an Application
Detailed Guide for Application Page 6
Office of Traffic Safety
Detailed Guide for Submitting an Application
Tip: Goals and Objectives MUST tie into the evaluation process. Both of these sections will connect
with your progress reports. Progress reports require the written progress of every objective.
Objectives are more specific short term goals that must happen in order to achieve your overall project
goal(s). Objectives generally begin with phrases such as: “To increase”, “to decrease” and “to reduce”.
They are used to measure success. They should explain what is going to be accomplished and when it
is expected to be accomplished.
For example a project objective might be: “To conduct at least three “Every 15 Minutes” educational events during the grant year that depict the consequences of i mpaired driving at each local area high
school while school is in session”.
Examples of Goals, Objectives and Countermeasures/Activities
Goal: To maximize Court resources and reduce recidivism in each Court jurisdiction.
Problem Statement: Document the number of recidivists in each Court, and compare that number to
existing and meaningful data, i.e., historical recidivism rates for that Court or, to statewide and national
averages or, averages for similarly sized jurisdictions. If y our jurisdiction’s numbers are right-on with
others (not notably higher), then you don’t have a problem and the use of grant funds here is not
advised, since recidivism will always exist and yours is “as good as it gets.”
The sample goal above actually contains two problems: the first is recidivism, the second is Court
resources. The reader cannot make the assumption that recidivism, alone, is the reason for the court
being overwhelmed.
To support the goal, find a method to measure the impact recidivists have on the court. The Problem
Statement for this element should demonstrate that, of the total man-hours (account for Judges,
prosecutors and support staff) per week/month/year the Court expends, certain percentage (xx%) is
spent dealing with recidivists. Compare that percentage to data from other Courts as suggested above.
Objective 1: Now that you’ve measured the number of recidivists, you can measure the impact the proposed program will have on that statistical problem. Your measurable objective should answer
these five important questions:
1. Who
2. Will do what
3. When
4. How much
5. As measured by . . .
It is important to distinguish between “process objectives” and “outcome objectives.” Process objectives may be very useful but should only appear in the Activities section of the proposal so they
are not confused with the results of your proposal.
Detailed Guide for Application Page 7
Office of Traffic Safety
Detailed Guide for Submitting an Application
Example of an Outcome Objective (acceptable in your application)
Thirty officers [who] will increase their drug recognition skills [what] by 50% [how much] by the end
of the September 30, 2019 [when] as measured by pre and post program test scores [as measured by].
If you can’t answer all of the five questions, then you have a Process Objective which will cause your
application to be rejected. This objective can’t evaluate how much the officers actually learn from the training, only that they attended.
Example of a Process Objective (not acceptable in your application)
Ten Narcotic officers will complete a week training program by the end of the 2010 academic year,
measured by program attendance records.
Self-sustainment: Describe how the proposed project will continue operation when grant funds are no
longer available. There is no guarantee grant funds will be available for the proposed project year to
year. Proposed projects need to demonstrate self-sustainment as early as possible, even within one
years’ time when applicable. Provide a detailed summary and a time-line of the plan to continue
operations when these funds are either not available or significantly reduced. Eligibility for continued
funding of projects taking longer than one year to become self-sustaining is based on a) performance,
b) meeting reporting requirements, and c) the availability of funds. Agencies and organizations are
encouraged to develop diversified funding strategies for project sustainment
Project Activities Page – Worth 15 points. This section describes the activities used to accomplish
the objectives. Here are some guidelines:
• Discuss how the activity will improve the situation, and explain why this activity
was chosen.
• Explain how Federal funding will impact or solve the stated problem.
• Activities must tie to each goal and objective and to the Problem Statement. IMPORTANT
• Include time frames.
Project Evaluation Page – Worth 20 points.
The Evaluation Plan presents: a) the assigned evaluator and the qualifications of the evaluator and b)
the criteria used to evaluate the project’s effectiveness. Evaluation includes continuous review of progress with the objectives and changes made to the identified problem. Evaluations might include
reference to a variety of measureable data or information such as: crash data, citation data, course
evaluations, number of people trained and learned knowledge rates, enforcement event results, media
coverage, car seats installed, or membership rosters. If i t is difficult to provide evidence that an
objective or activity has been completed, revisit those sections of your application. This is a symptom
that your objectives and activities are not specific, measurable, or clearly defined.
Evaluation should be based on outcome evaluation rather than process evaluation.
Outcome evaluation provides what actual changes were made: attitudes, behavior, sustained behavior,
knowledge gained, health, skills increased, fatalities, injuries changed and by how much.
Detailed Guide for Application Page 8
Office of Traffic Safety
Detailed Guide for Submitting an Application
• Identify who will be involved in the evaluation and why they are qualified to evaluate. Decide
whether the evaluation will be done by an external team, an internal team or a hybrid of both
• Clarify what will be evaluated and how it proves the project’s success.
• Decide the timing of the evaluation; every six months, only at the end of project, or longer.
• Identify what resources are available for the evaluation and what will be needed.
• List information sources: Official statistics, program records, program monitoring, activity logs,
test results, attendance, etc.
• Data collection instruments: interviews, questionnaires, surveys, pre/post testing, direct
observation, cost-benefit analysis.
• Identify final outcomes: hard data/statistics, final product: teaching material, media ad,
newsletters.
Providing an outside unbiased evaluator sometimes lends more creditability to the project. The
University of Nevada Las Vegas (UNLV) Statistical Analysis Center (SAC) may be able to provide
assistance with evaluations of more complex projects. You may contact the office at
https://www.unlv.edu/ccjp/nvsac.
The final evaluation will provide cumulative statistics, progress on objectives, affective changes to the
problem, feasibility of self-sustainment and is due 30 days after the end of the award’s performance period.
Statement of Coordination –
Will other agencies be involved or have an interest in the requested project? Who are they and what
are their roles? Collaborative efforts of federal, state and/or local and non-profit agencies are key to
the success of many programs. Describe and document efforts to coordinate, cooperate, or work with
other entities to ensure the success of t he project’s activities. Demonstrating collaboration will reflect
favorably on the submitted application.
Certifications (Schedule C) – These pages contain the required federal and state assurances and
certifications necessary for applicants to qualify for federal funding. These are legal and binding
documents. Read these pages carefully.
Budget Page – Worth 15 points.
Enter the Federal fund amounts requested and the Match (20%) required amount for each category.
A narrative which includes a line item detail must be included. The budget should include all
allowable expenses needed to effectively implement the project, and include a narrative justification.
The budget detail must show line item detail, and any program income that is anticipated.
Program Income: Any income received from the funded program will be put back into the program
(will stay with the program to help achieve future sustainability). Examples of program income might
include fees for service, a grant project fund raiser, or donations made specifically to the grant project.
Detailed Guide for Application Page 9
Office of Traffic Safety
Detailed Guide for Submitting an Application
Your budget must also indicate any matching/in-kind funds that you anticipate to contribute to this
project. Qualifying ‘soft’ match might include non-reimbursed personnel expenses, vehicle wear and
tear, or agency equipment use; ‘hard’ match might include payments made for office supply purchases,
car seats, or radar guns (specifically used for the grant project), printing, postage, travel, etc.
All requested project costs must relate directly to and be necessary for the tasks described in the
Activities section.
1. Personnel costs (all costs related to salary, benefits, etc.)
2. Consultant/Contractual Services (costs must not exceed the current federal
limitation of $650 for an 8-hour day or $81.25 per hour)
3. Travel Costs (travel, transportation, room costs, meals, parking, etc.)
Place costs for training registration under operating expenses, not travel costs.
Note: Federal per diem rate will prevail unless local rates are less. For the
current federal rates see http://www.gsa.gov/. Click on per diem rates.
4. Supplies/Operating Expenses
5. Equipment - Items over $5,000 individually and long life span
Amounts should be rounded - do not use cents. (Example: $170.57 will be $171.00) All budgets are
subject to OTS modifications and approval.
Address each Budget Section separately.
1. PERSONNEL COSTS
This category refers to wages and fringe benefits for regular or part-time salaried employees related to
the proposal. This category also includes overtime for approved activities related to the proposed
project. Other persons working on the proposed project who are not on the regular payroll must be
classified as contractual or consultant.
AVOID General Costs of Business/Supplanting - Do not request federal funding for an employee
already on the payroll unless he/she will be replaced by another person hired to augment regular
agency staff during the time the existing employee spends working on project activities. A regular
employee, however, may be paid overtime for time worked on the project. Salaries may not exceed
those normally paid for comparable positions in the community and/or the unit of government
associated with the project.
Direct Salaries and Overtime – List the title or position of each new or each existing
employee who will earn overtime for grant-related activities. Across from each position/job
title listed, place the annual salary or the overtime wage (dollar/hour) for the position, the
percent of time expected to be devoted to the project (for a new employee) or number of
overtime hours and the total cost for the position.
Fringe Benefits – List all fringe benefits. Include fringe in the total personnel costs.
Detailed Guide for Application Page 10
Personnel Budget Narrative - A brief statement explaining the cost basis for each position, is
required. Explain how each position is related to, and essential for the completion of the
proposed project. Explain why federal funds should pay for the personnel requested. How are
they essential to the success of the project?
Total Personnel Costs – The sum total for Personnel expenses requested.
2. TRAVEL COSTS Note: See http:/gsa.gov for current federal travel rates.
Travel Budget Narrative - A narrative explaining the purpose of the travel and its connection to
the project. Break out costs for each trip separately to show the specific costs of t ransportation,
food, lodging, and other expenses.
In-State Travel - List each anticipated in-state trip stating the purpose of the trip, destination,
and total.
Out-of-State Travel - List each anticipated out-of-state trip stating the purpose of the trip (e.g.
training, interview, operations, etc.), destination, and total cost. The breakdown of per diem
costs is required. Justification for each traveler is required. Consider whether it would be less
expensive to bring in one trainer than to send six staff members out-of-state.
Registration Costs – should be listed under Other Direct Costs.
Total Travel Costs – The sum total for Travel expenses requested.
3. CONSULTANT/CONTRACTUAL SERVICES
1. Individuals - List individuals not on the regular payroll who will be reimbursed for
professional services.
a. Consultant Fees - For each individual consultant, enter the name, if known, service to
be provided, hourly fee and estimated time on the project in hours. Fees must not
exceed federal guidelines ($650 per 8 day or $81.25/hour).
b. Consultant Expenses - On the line number corresponding to the line number of each
consultant listed in subsection (a), in addition to fees list all expenses to be paid from
the award to individual consultants. List the rates used to calculate travel, meals and
other expenses. Remember, travel costs cannot exceed the federal GSA rate.
c. Total Consultant Costs – Complete the total requested.
2. Consultants and Contractors/Subcontractors Budget Narrative - explain the basis or
criteria for selection of each consultant. Describe how the service provided is essential to
the project. In the budget narrative section, detail the costs and how it is a necessity to the
proposed project.
Note: All procurement transactions, whether negotiated or competitively bid, and without regard to
dollar value, require administration in a manner that allows maximum open and free
competition. Sole source contracts/consultant services must be approved by the Office of
Traffic Safety. Each subrecipient is responsible for subcontractors and consultants and must
ensure that they comply with federal and state regulations. Subcontractors and consultants may
be audited for compliance.
Office of Traffic Safety
Detailed Guide for Submitting an Application
Detailed Guide for Application Page 11
4. EQUIPMENT
Equipment are items over $ 5,000. Do not list brand name, use the generic description of the
requested item unless there is a specific requirement for a brand name item.
After each item listed enter the quantity, unit costs and total cost.
Equipment Budget Narrative - A narrative describing how the equipment will benefit the proposed
project, why it is necessary to the success of the project and the consequences of not purchasing the
equipment.
Total Equipment Costs – The sum total for equipment expenses requested.
5 OTHER DIRECT COSTS
Supplies/Operating - office supplies, forms, project supplies, and equipment items costing under
$5,000; essentially, expendable or consumable materials for use during the duration of the requested
project.
List items, such as postage, forms, office supplies, training materials, etc.. Enter the quantity, unit
cost, and total cost. Explain the methodology for determining the quantity requested.
This section includes all operating expenses involving rental/lease arrangements and purchase of
non-consultant type services.
Registration Costs – please list under the Other Direct Costs category. OTS will pay for registration
fees related to training events on a reimbursement basis. That is after the responsible agency
provides proof of attendance and payment.
For each item listed, enter the rate and/or unit cost.
Example 1: Copier expenses: $ 30.00 copy charges x 12 months = $ 360.00
Copies are required for daily operations and 300 educational event flyers
Example 2: Breathalyzer Tests: $ 90.00 per case (dozen ea.) x 12 cases = $1,080.00 includes
shipping and handling.
Breathalyzer tests are used by officers during potential impaired driving traffic stops.
Total Other Direct Costs – The sum total for other direct cost expenses requested.
6 INDIRECT COSTS
List indirect costs and expenses associated with them. Attach proof of Federally approved indirect
cost rate in e-Grants.
Total Indirect Costs – The sum total of indirect costs should be stated.
7 PROGRAM INCOME
List any anticipated program income and what the income will be spent on. Program income must
be expended on the funded project.
Office of Traffic Safety
Detailed Guide for Submitting an Application
Detailed Guide for Application Page 12
Avoid common pitfalls
• Ensure budget figures are mathematically correct, and the total of the budget summary
matches the total requested; have financial staff review the budget.
• Use only whole dollar amounts. No cents.
• Use standard type size (12 point font);
• Respond to all sections of the application; ensure a thread ties the application together from
the Problem Statement through the Evaluation.
• Spell out acronyms, at least when first used. Eliminate jargon when possible.
• If this is a continuation project, explain what has/will change from the previous year. Don’t assume reviewers are familiar with existing projects.
• Footnote any reference to federal, state or local laws, codes or statutes.
• Use local statistics rather than national statistics.
e-Grants Application –
When the application is completed in e-Grants, the Agency Authorized Official (AAO) will submit the
application to OTS through the e-Grants process. Find submission instructions on the e-Grants website
at http://egrants.nv.gov/ under the training manual link.
Additional Information
When determined to be in the best interest of the State of Nevada, OTS reserves the right to reject
applications, waive informalities and minor irregularities in the applications received, or to accept any
partial applications.
A change in the organization, scope of the project, budget, goals and/or target population, of a
continuing award requires OTS approval prior to its implementation. The applicant is responsible for
presenting adequate justification on the Change Order form through e-Grants.
Financial obligations of the State payable after the current fiscal year are contingent upon funds for
that purpose being appropriate, budgeted and otherwise made available to OTS. In the event funds are
not appropriate, any resulting contracts (grant or program awards) will become null and void, without
penalty to the State of Nevada.
All documents submitted with an application requesting federal or state program funds become the
property of the State of Nevada. Upon the awarding of funds to an application, its contents turn into a
contractual obligation.
OTS staff and peer review committee members will review and score the application in its entirety.
Awards will be selected based on several conditions including score, priority areas, past history, risk
factors, complexity of proposed projects and availability of funds.
Office of Traffic Safety
Detailed Guide for Submitting an Application
Detailed Guide for Application Page 13
Office of Traffic Safety
Detailed Guide for Submitting an Application
The following will also be taken into consideration when scoring projects for funding:
Is the problem adequately identified?
Is the problem identification supported by accurate and relevant (local) data?
Are there proven countermeasures that this type of project saves lives and reduces serious crashes?
Are the goals and objectives realistic, measurable and achievable?
Is the project cost effective?
Is the evaluation plan sound? (Is the performance/progress measurable?)
Is there a realistic plan for self-sustainability (if applicable)?
Appeals
A proposed grant applicant or a subrecipient may appeal the denial of a proposed grant application by
the Office of Traffic Safety (OTS).
The appellant shall submit, within 15 days after receipt of not ification of the decision, a written request
for appeal to meet with the OTS Administrator and other appropriate staff t o present any
documentation in support of the appellant. Written notice of the decision of the OTS Administrator
will be sent to the applicant or subrecipient within five days of the decision.
If the appellant wishes to make a further appeal, the appellant shall submit, within 15 days after receipt
of notification of the HSO Administrator’s decision, a written request to meet with the Director of the
Nevada Department of Public Safety to present any documentation in support of the appellant. Written
notice of the decision of the Director of the Nevada Department will be sent to the subrecipient within
five days of the decision.
If the appeal is rejected as having no merit, the Director will inform the applicant of the reason for the
rejection. If the appeal is accepted, the Director will: (1) find that the appeal has merit and remedy the
problem by whatever means within the Director’s authority.
Detailed Guide for Application Page 14
Office of Traffic Safety
Detailed Guide for Submitting an Application
APPLICATION CHECKLIST
Agency Information Page – including a complete description of project, seatbelt usage and
cellphone usage policies must be attached here
Project Purpose –
Problem Statement, Data Analysis and Backup, Cause, Countermeasures, Problem Solution,
Self-Sustainment, Technology Statement
Goal
Objectives –
Specific, Measurable, Attainable, Timeline, What, When, Where, How, Who, Outcomes
Activities -
Methods of accomplishments, Timelines, Statement of Coordination, Administrative reporting,
possible countermeasures used
Project Evaluation -
Who, Qualifications, Data, Objective Progress, Changes in Problem, Measures, Sustainment
Budget – line item costs and narratives, match, project income
Fiscal staff review of application and budget
AAO review of application, budget and submission of application through e-Grants.
Detailed Guide for Application Page 15
Office of Traffic Safety
Detailed Guide for Submitting an Application
EXPENSES - Contact the Office of Traffic Safety with questions regarding allowable expenses.
Common Allowable Expenses
• Project personnel salaries and benefits, including overtime pay (except for DRE
trainers).
• Equipment necessary for implementation of the program.
• Project personnel travel/training.
• Supplies and operating expenses directly related to project operation.
• Professional services (including contractors and consultants). Costs must fall within
federally approved policy - $650.00 per day or $81.25 per hour.
Common Unallowable Expenses
• Business Cards.
• Late Charges.
• Conference rooms.
• Newspaper Subscriptions.
• Land/Building Acquisition.
• Badges.
• Construction.
• Rental Cars - unless previously justified and approved by OTS
• Replacement supplies for equipment for basic law enforcement functions (i.e., ammunition,
uniforms, and weapons).
• Bonuses, Commissions, Gifts and Incentives.
• Military-type Equipment.
• Lobbying.
• Fund Raising.
• Legal Fees.
• General cost of business/supplanting: federal funds must be used to supplement existing funds
for program activities and not replace those funds which have been appropriated for the same
purpose.
• Any expenditure not directly related to the program.
• Sales tax.
Detailed Guide for Application Page 16
Office of Traffic Safety
Detailed Guide for Submitting an Application
OFFICE OF TRAFFIC SAFETY CONTACT INFORMATION
STAFF Title OFFICE EMAIL
BARNETT, BECKY Program Manager/Joining Forces/Peds
775-684-7469 [email protected]
BENNETT, ANDREW PIO/Program Manager 702-432-5126 [email protected]
DAVEY, AMY Administrator 775-684-7476 [email protected]
EALY, JASON Program Officer/Zero Fatalities
702-432-5044 [email protected]
FLEMING, SHELLEY Program Manager/Quality Assurance Officer
702-432-5080 [email protected]
Vacant FARS Analyst 702-432-5036 @dps.state.nv.us
HAUAN, VICTORIA Program Manager/Impaired Program
775-684-7478 [email protected]
HONEA, ROBERT Program Officer/Law Enforcement Liaison
702-432-5031 [email protected]
MOORE, KEVIN Program Manager/Zero Teen Fatalities
775-684-7475 [email protected]
MORRISON, JOHNEAN
Program Manager/Occupant Protection
775-684-7479 [email protected]
SWAIN, GENEVIEVE Program Manager/Traffic Records
775-684-7477 [email protected]
SWAIN, SCOTT Program Officer/Law Enforcement Liaison
775-684-7483 [email protected]
WHITT, CHARISE Deputy Administrator 775-684-7473 [email protected]
Detailed Guide for Application Page 17
Office of Traffic Safety
Detailed Guide for Submitting an Application
RESOURCES
Nevada Traffic Fatality Statistics
NHTSA Countermeasures That Work
Office of Traffic Safety Grant Eligibility Chart
Strong data analysis and backup documentation are imperative to strengthen the need of funding to
implement or enhance traffic safety initiatives. Below is a list of types of data and possible resources.
CRASH DATA - Examples of Data: Motor vehicle crashes by person type (driver, occupant,
motorcyclist, pedestrian, and bicyclist), age and sex of person, severity of injury, contributing factors
in crash, restraint use, etc.
Fatality Analysis Reporting System (FARS)
CENSUS
National Highway Traffic Safety Administration (NHTSA)
NHTSA - Other Data
The Nevada Department of Transportation (NDOT) has state and local crash data at request at
Fact Sheets for Nevada Strategic Highway Safety Plan (HSP)
OTS web site for FARS data at www.ots.state.nv.us.
Highway Safety Council
HOSPITAL DATA - Injury hospitalizations from motor vehicle crashes: person type, age, sex, and
county of residence.
Nevada Health Statistics Portal
Nevada Demographic Indicator Maps Fact Book, Health Statistics and Key Comparisons
Detailed Guide for Application Page 18
Office of Traffic Safety
Detailed Guide for Submitting an Application
The Office of Analytics (Department of Health and Human Services), maintains hospital billing data
from Center for Health Information Analysis for Nevada, (CHIA), with four different datasets:
Ambulatory/Surgical Centers, Outpatient facilities, Inpatient Facilities and Emergency Departments.
Trauma Registry: all reported traumas from Nevada hospitals.
Behavioral Risk Factor Surveillance Survey (Adult data): The Behavioral Risk Factor Surveillance
System (BRFSS) is a state-based nationwide survey sponsored by the Centers for Disease Control and
Prevention (CDC) to gather data on health risk behaviors, preventive health practices, and health care
access primarily related to chronic disease and injury health risks in the U.S.
Data Type: Self-reported seat belt use, alcohol and marijuana use, impaired driving:
Self reported use
All requests for the above information can be made through: [email protected].
Youth Behavioral Risk Surveillance: The Youth Risk Behavior Surveillance System (YRBSS)
monitors priority health-risk behaviors and the prevalence of obesity and asthma among youth and
young adults. The YRBSS includes a national school-based survey conducted by the Centers for
Disease Control and Prevention (CDC) and surveys conducted by state, territorial, local education and
health agencies and tribal governments. YRBSS data are used to set and track progress toward meeting
school health and health promotion program goals, support modification of school health curricula or
other programs, support new legislation and policies that promote health, and seek funding and other
support for new initiatives. Maintained by University of Nevada, Reno.
Heather Martin: [email protected]
Taylor Lensch: [email protected]
Behavior Risk Surveillance Youth Behavioral Risk Survey - 2015
COST OF CRASHES
Insurance Institute for Highway Safety
Centers for Disease Control (costs by state)
EMERGENCY AND MEDICAL SERVICES – Examples of data: Number and type of service
requested, injury, response time, transportation and treatment administered.
Source of data from local emergency and medical service agencies.
CITATION/PROSECUTION/ADJUDICATION – Examples of data: Citations, prosecutions,
convictions and sentencing.
Make requests through local law enforcement and judicial agencies.
Detailed Guide for Application Page 19
Office of Traffic Safety
Detailed Guide for Submitting an Application
OTHER RESOURCES
Other data may include demographics, local data, school attendance and injury rates, and non-profit
agency statistics.
Other resources might include: local police collision and fatality reports, traffic engineering records,
roadway information, surveys (seat belt, child seat), emergency medical records, hospital records, State
EMS data, DUI arrests and convictions, and DMV registration and licensing.
Nevada State Grants Office
Nevada Department of Business and Industry
U.S. Government’s grants federal website Grants.gov
U.S. Government's Nonprofit Gateway
Non-profit information and data sources:
Guidestar
Nevada Fund Nonprofits
https://alliancefornevadanonprofits.com/
Alliance for Nevada Nonprofits
NV Work for Connections
REGULATIONS & GUIDEANCE
Code of Federal Regulations
OTS Letter of Interest Template
Detailed Guide for Application Page 20
